Exhibit_3_-_Bidder_Requirements.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- EV00000600
- Issued by
- Hughes County, Hoffman Town, Oklahoma
About this file
This is a bidder requirements exhibit for an Oklahoma Department of Corrections (ODOC) pharmacy services RFP (Solicitation Number EV00000600). The document outlines comprehensive requirements for providing prescription medications and pharmacy services to ODOC's inmate population, including daily medication delivery, automated tablet packaging systems with RFID tracking, emergency medication provisions, and implementation within 30 days of contract award. Key service requirements include maintaining HIPAA compliance, interfacing with ODOC's Electronic Health Record system, providing hardware and software for medication management, and establishing back-up arrangements with local pharmacies within 30 miles of each ODOC facility for emergent orders.
The pricing structure requires charges based on actual acquisition cost of medications plus a dispensing fee, with all rebates and credits to be itemized separately on invoices. The vendor must provide various pharmacy supplies at no additional cost, including controlled substance logbooks, protective bags, vials, and oral syringes. Monthly detailed invoicing requirements include itemization by facility, drug name, strength, NDC numbers, prescription counts, and separate tracking for medical, mental health, dental, and HCV medications. The vendor must also provide extensive monthly reporting capabilities including usage patterns, cost analyses, medication errors, and quality assurance reviews.
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Other files
| File | Type | Posted |
|---|---|---|
| EV00000600_Amendment_4.pdf | ||
| EV00000600_Amendment_2.pdf | ||
| OMESFormCP076.pdf | ||
| Exhibit_5_-_Pricing.xlsx | XLSX spreadsheet | |
| AttachmentD-ITTerms.pdf | ||
| BID_PACKET_ATTACHMENTS_INSTRUCTIONS.pdf | ||
| EV00000600_Amendment_1.pdf | ||
| Exhibit_4_-_Facility_Locations.xlsx | XLSX spreadsheet | |
| EV00000600_Amendment_3.pdf | ||
| OMESFormCP004.pdf | ||
| EV00000600_AgencyBidInstructions.pdf | ||
| Exhibit_2_-_Bidder_Reference_Worksheet.pdf | ||
| AttachmentB-NegotiableTerms.docx | DOCX document | |
| AttachmentA-AgencyPurposeScopeNonNegotiable_(3).pdf | ||
| AttachmentC-AgencyTerms.pdf | ||
| Exhibit_1_-_Executive_Summary_Worksheet.xlsx | XLSX spreadsheet |
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Text version
Exhibit 2-Bidder Requirements
| Request for Proposals for |
| Solicitation Number EV00000600 |
| Bidder Name: |
Section Seven: Response to Specifications and Requirements EXHIBIT 03: Bidder Requirements Offeror must provide complete and succinct responses to each item below. Insert your responses into this worksheet directly into the green boxes. Offeror should provide all information necessary to demonstrate Offeror’s ability to meet the requirements of this RFP and the RFP’s Scope of Work. Responses to the below questions in this Attachment are mandatory and will be evaluated. Failure to respond to any question may result in your proposal being deemed nonresponsive. Offeror should include any additional documentation (education brochures, specific information about system) for any applicable questions.
For any questions that require a yes or no response, only respond yes or no in the applicable column. No additional information is requested. Should the offeror respond no to any, ODOC will not evaluate response and proposal will be deemed nonresponsive.
| Any bidder responses left blank to any of the below requirements will not proceed further in the evaluation phase. | |||
| Section Seven: Response to Specifications and Requirements | |||
| Yes/No | Record Responses Below | ||
| Company Information | |||
| 1 | Describe any licenses that the Offeror currently holds and the importance of maintaining them to provide the services proposed. | ||
| 2 | Disclose any open or closed investigations, lawsuits, assessed fines or judgments that have been initiated by a government entity against the Offeror related to the services or products it is offering in this solicitation within the last 5 years. | ||
| 3 | Has the Offeror had any contracts terminated for poor/non-performance in the last 5 years? If yes, describe in detail the circumstances involved and provide any applicable documentation. | ||
| 4 | Describe the Offeror's internal controls relating to HIPAA, DSCSA, USP Chapters 795, 797 and 800 that the Offeror maintains. | ||
| 5 | Describe the Offeror's involvement in any trade organizations. Do you hold a certification or maintain compliance with any standards set by trade organizations (NCCHC, ACA, ASHP, etc)? If so, which? | ||
| 6 | The offeror shall work with the covered entity as defined in Section 340B of the Federal Public Health Services Act, 42 USC 256b, that is selected by ODOC to provide certain drugs at reduced prices for use by inmate patients of the covered entity. Offeror shall, with ODOC’s written approval, allow the selected covered entity to purchase pharmaceuticals through this contract for the use of inmate patients. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| Contract Implementation | |
| 9 | Offeror shall be required to transfer current ODOC pharmacy supplier’s patient drug database to their system within the 30 calendar days prior to the start of the contract. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 10 Offeror shall have a maximum of 30 calendar days from the date of award of contract to complete its implementation for a fully operational pharmacy system.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 11 Offeror shall provide local representation during the implementation phase for purposes of on-site training, inventory valuation of medication stock in its facilities, and for advising ODOC management of related needs, progress, problems and solutions.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| Contract Requirements | |
| 12 | Offeror shall provide medication to the ODOC inmate population and shall charge solely based on actual acquisition cost of the medication plus the dispensing fee. A. Actual acquisition cost of a medication charged to ODOC shall be the Offeror’s actual acquisition cost of the medication on the filling/dispensing date of the medication/prescription in question.; B. Stock fills shall only be charged one filling/dispensing fee, C. Upon release, inmates are provided with approximately a 30-day supply of medication, in child-resistant packaging, to be sent to the facilities only. Offeror will be notified utilizing the ODOC Electronic Health Record (EHR), which is currently supplied by Medunison. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 13 Offeror shall provide all necessary pharmacy/drug-related supplies, including those supplies reasonably requested by facilities at no cost to ODOC as listed on, but not limited to, Exhibit 3. ODOC reserves the right to add or remove items from Exhibit 3. ODOC is only requesting the items that would be necessary to safely store, prepare or administer the drugs. These items will be limited to standard pharmacy expense items (i.e., expense items that you would not normally charge a patient for separately), such as controlled substance logbooks, clear plastic bag/light protective bags, vials/lids, spoons/oral syringes for liquid administration, etc. These items will not include things that would normally charge a patient/insurer for separately, such as syringes/needles for injection, test strips, lancets, etc.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 14 Offeror shall ensure that prescription drugs, including injectable, compounded intravenous solutions, over-the-counter medications, both formulary and non-formulary are obtainable by ODOC through this contract, in accordance with applicable ODOC policies and procedures pertaining to pharmacy services. Non-formulary review process is conducted by request to ODOC Chief Medical Officer (CMO), or designee, in ODOC's EHR.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 15 Offeror shall verify with the CMO or designee, and the facility staff the validity of specialty orders for refilled medications whose cost is greater than $5,000.00. Offeror shall wait for confirmation before shipping the medication and billing ODOC.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 16 Offeror shall verify the validity (not erroneously sent) of an early refill (i.e., a refilled medication if 21 or more days have not passed since the last fill). Offeror shall wait for confirmation of such an order before shipping the medication and billing ODOC.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 17 Offeror shall fill prescriptions with generic medications of comparable bioavailability/bioequivalence/biosimilar to brand name products, unless the ODOC physician specifically requests brand name.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 18 Offeror shall maintain records of any and all filling/dispensing errors of which it becomes aware. Offeror’s records of filling/dispensing errors shall consist of a quality report containing the following information: A. Origin of the error, B. Description of error (nature and circumstances of the error), C.Type of error, D. Medical Services Unit affected, E. Date/Time of error, F. Person/process that identified the error, G. Identifiers (name, employee number, etc.) of person(s) involved in error, H. Date/Time Correctional Health Services Administrator was notified of the error If applicable provider was notified (and any instruction by/comments of provider), I. Medication name(s), J. Medication strength(s), K.Prescription number, L. Inmate name and ODOC number, M. Inmate date of birth, If applicable, likely cause and effect of error, N. Improvement plan to prevent similar future errors, O. Other relevant documentation (images of orders from the Medical Services Unit, prescription form(s) or other documentation corroborating the discrepancy)
Offeror shall complete the quality report within one business day of discovering a filling/dispensing error.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 19 Offeror shall inform the CMO or designee within two business days of discovery of a filling/dispensing error and shall provide the complete records of the error within the same time frame.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 20 Offeror shall provide a means for ODOC to code medications returned to Offeror as “dispensing error”.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 21 All medications which are confirmed to be dispensing errors shall be issued full credit, including refunding of dispensing fees.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 22 Prescriptions filled for a deceased or discharged inmate shall be treated as Offeror’s dispensing error if information has been communicated to Offeror and shall be subject to these terms and credited in full. Medication error reports shall also be maintained for these incidents.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 23 Offeror shall provide all hardware/software necessary for each ODOC facility listed on Exhibit 3, which includes a list of current medication carts at all facilities. The required amount of hardware/software at each facility will be determined by the ODOC Medical Services Manager or designee. Repairs and/or replacement of equipment shall be within 24-hours of notification of problem. If equipment requires repairs more than three times in a 12-month period, equipment shall be replaced at Offeror’s expense.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 24 Offeror shall allow for up to four separate accounts for each of the facilities listed on Exhibit 3. These accounts shall have the same shipping address as listed on Exhibit 3, but shall be packaged, shipped and invoiced separately from the other accounts. There are currently only two facilities that use separate accounts. The ship to address will remain the same for separate accounts at the same facility. The intention is for the medications for specific units to be packaged together. For example: Joseph Harp Correctional Center currently has four separate accounts for the same facility ship to address. Those units are the Main Medical, Mental Health Unit, G Unit, and J Unit. All medications for each of the units are packaged together so that they can be taken directly to the appropriate unit and opened there for storage and distribution.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| Ordering | |
| 25 | What ordering mechanisms will be made available to ODOC? These must include, but not limited to: |
Accessed through exisiting ODOC computer by each location's Medical Service Unit, Placing orders through ODOC's EHR system while interfacing with ODOC's Offender Management System (currently supplied by Marquis Software) and facsimile orders as a backup if EHR system is down.
| 26 | Discuss ordering cut-off times and hours of operation for contacting your staff. |
| 27 | Are there any different procedures for maintaining a controlled substance (schedules II-V)? If so, please describe. |
| 28 | How are refills managed? |
| 29 | How are orders transmitted after-hours? |
| 30 | How are emergency orders handled? |
| 31 | How are stock medications maintained? |
| 32 | Describe how ODOC will be able to track orders placed. |
| 33 | Offeror shall make back-up provisions with local pharmacies within 30 miles of each ODOC location for filling emergent orders, including Saturdays and Sundays, holidays and after-hours. Emergent orders shall be processed and available for pick-up within 6 hours. Local pharmacies will act as sub-contractors and will be held to the same terms and conditions of this contract. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| Medication Management | |
| 34 | Offeror's staff shall be available for clinical discussion during normal business hours. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| 35 | Describe your process, if any, for collaborative management of a patient's health conditions. |
| 36 | How are unnecessary medications discontinued? |
| 37 | If a medication ordered is not available, what are your procedures for obtaining or substituting it? |
| 38 | How are product expiration/beyond use dates handled? |
| 39 | How are medication recalls handled when the medication has already left company's facility? |
| 40 | Describe how clinical staff integrate into the medication filling process. |
| 41 | Describe your formulary, any customizations available, and how that formulary is enforced. The Offeror will work with the ODOC Pharmacy and Therapeutics Committee for the formularies upon contract award. |
| 42 | How are specialty pharmaceuticals defined? Are they managed separately in any way? |
| 43 | How are patient consultation requirements met? |
| 44 | How are discharge/release medications managed? |
| Packaging | |
| 45 | What types of packaging are available for stock medications? |
| 46 | All prescription medications shall be filled by the Offeror utilizing a daily multi-dose automated tablet packaging system per patient with RFID tracking technology, both on the medication packets and medication shipments. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 47 All daily prescription medication packets shall be sealed and have the ability to be filled in one packet per dosing time (QD/AM/PM) with a minimum of 3 prescriptions to the same patient and a total of 10 pills.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 48 All prescription medication packets shall have a barcode scanning capability for accuracy and to be able to be dispensed automatically to the patient.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 49 All prescription medication packets with multiple prescriptions shall have barcodes for each prescription.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 50 All prescription medication packets barcodes shall interface with and be uploaded into the ODOC EHR system for real-time or near real-time synchronization with patient records.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 51 All prescription medication packets shall be labelled in accordance with all State of Oklahoma, federal regulations and physician/provider instructions.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 52 All medication shipments shall be sorted and clearly labelled on the outside of the packaging by housing unit/date and time (AM/PM) of distribution to patient.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| 53 | Describe how medication errors are avoided, tracked and reported. |
| Delivery | |
| 54 | Describe your delivery process. If you use a third-party courier, disclose who they are. |
| 55 | Once the contract is established, deliveries shall be made to ODOC facilities daily, during normal business hours and excluding state of Oklahoma recognized holidays. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 56 New medication orders shall be delivered within one business day based on Offer’s daily ordering cut-off time.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 57 Refills and stock medications shall be delivered no later than three business days based on Offeror's daily ordering cut-off time.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| 58 | What steps are taken to ensure deliveries are on-time, complete and are done under appropriate temperature and humidity conditions? |
| Returns | |
| 59 | How are product recalls and returns handled? |
| 60 | How do you ensure that medication is not used after the beyond use or manufacturer's expiration date? |
| 61 | Is credit offered for returns of any type? How will ODOC know whether they are credited? |
| Invoicing | |
| 62 | Offeror shall submit monthly itemized invoices of medications delivered both to trsaccounting@doc.ok.gov and specific ordering Medical Services Unit correctional center email address listed in Exhibit 3, no later than the 5th of the following month. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 63 The Offeror’s invoice shall include a line item for each of the following prescription filled during the applicable month:
A. Drug name (generic and name brand) B. Strength C. National Drug Code (N.D.C.) reference number D. Inmate's prescription provider name E. Prescription unit count F. Prescribing unit/facility G. Date medication dispensed H. Drug Class I. New or Refill order J. Fill fee costs
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 64 Offeror shall submit a monthly cost summary invoice of each facility to trsaccounting@doc.ok.gov no later than the 5th of the following month, to include the following:
A. Facility name B. Medical C. Mental health D. Dental
E. HCV
F. Shipping G. Fill fee H. Total rebate
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 65 Any and all rebates and/or credits received for drugs shall be itemized as a separate line item in the invoice.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 66 Fill fee shall be a separate line in the invoice.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 67 The invoice shall display a bottom-line total of all line items included.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 68 Offeror’s invoice heading shall include their name, remittance address, telephone number, and the contract purchase order number and FEI number exactly as it appears in the contract.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
| Reporting | ||
| 69 | Offeror's company shall provide monthly reports in CSV and PDF formats that summarize monthly expense and usage for in and usage for individual drugs and for drug therapeutic categories, by individual Medical Service Unit and all Medical | Service Units combined. ODOC requires Offeror to break down related reports as requested by ODOC, including by Medical Service Unit, by provider, by inmate, by medication type, by date of order and by therapeutic category. |
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 70 Additional reports that shall be provided which are normally requested are but not limited to:
A. Medication Administration Records; B. Medication Profiles (Active and Inactive); C. Billing Statements and Invoices; D. Stock Utilization Reports; E. Total Rx & Inmates on Meds (Mental Health & Non-Mental Health) per Facility; F. Total Doses (Mental Health & Non-Mental Health) per Facility; G. Medication Usage and Cost by Disease State (Psychiatric, HIV, Hep C, Diabetes, Cancer, Primary Hypertension) tracked and trended over a 12 month period.; H. Detailed Psychotropic Drug Usage and Cost by AHFS Classification tracked and trended over a 12 month period; I. Active Providers; J. Medication Not Given; K. Patients/Inmates Taking Meds with Increased Heat/Cold Risks; L. 80/20 Report of All Medications – sorted by Usage and Costs; M. 80/20 Report of Psychotropic Medications – sorted by Usage and Costs; N. Non-Formulary Drug Usage and Cost; O. Controlled Drug Usage and Cost; P. Medications Due to Expire within 10 days; Q. Medication Errors – tracked by NCCMERP Classification and Error Source; R. Potential Adverse Drug Reaction Reports – tracked by Severity; S. Medication Costs per Provider; T. Management Reports – to include: inmate population on meds, total number of medications, number of meds/inmates, total number and cost of new meds, total number and cost of med refills, total number and cost of keep on person (KOP) medications, total number and cost of Pill Line medications, total number and cost of non-formulary meds, total number and cost of formulary meds, total number and cost of over the counter (OTC) meds and total cost of all medications and credits.; U. Provider Prescription Profiles; V. Ad Hoc Reports; W. Quality Assurance Report; X. Performance Improvement Reports; Y. Facility Stock Utilization Report
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 71 Offer shall provide electronic copies of their acquisition costs quarterly, or upon request, to the ODOC CMO, or designee, on any list of pharmaceuticals.
Offeror has read, understands and shall comply with the requirement above. (Yes/No) 72 Offeror shall submit a written report of their quality assurance review to each Medical Service Unit designee as well as to the CMO or designee identifying any areas of concern or recommendations for improving pharmacy service or staff performance relative to pharmacy services. The audit document used by Offeror shall be consistent with the accreditation requirements established by the American Correctional Association.
Offeror has read, understands and shall comply with the requirement above. (Yes/No)
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